Privacy Policy

At RoomBoss one of our main priorities is the privacy of our visitors.

By using RoomBoss websites, applications, or services, you are consenting to the practices described in this Privacy Policy.

Personal Information Collected

Manual Collection
Users of RoomBoss-powered websites, applications, or services (hereafter referred to collectively as “users”) may be asked to provide personal information towards the fulfilment of third-party products and services.

If the personal information of a third-party is provided, the user acknowledges that they have obtained consent from the third-party in order to do so.

Automatic Collection
RoomBoss automatically collects and stores other types of information related to user interaction with our websites and systems, including cookies and log files; and obtains and stores analytics information such as device and browser type.

Examples of Information Collected

User Provided Information
  • Personal information such as name, address, phone number, or email address.
  • Age, gender, or other information required for service fulfilment such as shoe size or flight arrival time.
  • Photographs or uploaded images for identification, or for delivery or verification of items such as personal passes or tickets.
  • The content of feedback and reviews provided for service providers and/or service areas.
  • Service, account, and operations information such as product names, tasks, and account settings towards day-to-day system functionality.
  • Photographs or other uploaded images for website or system use.
Automatically Collected Information

Log Files
RoomBoss follows a standard procedure of using log files. These files log users when they visit websites. All hosting companies do this as a part of hosting services’ analytics.
The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and website interaction metrics such as clicks and site usage behaviour.

Cookies & Web Beacons
Cookies are used to store information including users’ preferences, and the pages on the website that the user accessed or visited, helping to customise our web page and application content based on users’ browser type and/or other information.
Users can choose to disable cookies through their individual browser options, but this may affect the browsing experience.

Other technologies may also be used to collect browsing, application usage, or other technical information when interacting with RoomBoss-powered websites and applications.

Purpose for Use

Collected personal information is used for the fulfilment of third-party services, and for providing and continually improving RoomBoss systems and services.

Providing Third-Party Products & Services
Personal information is used to provide third-party products and services enabling processes such as taking orders, measuring advertising or sales effectiveness, and communicating with users about bookings and related services.

Providing & Improving RoomBoss Systems & Services
Personal information is also used to provide RoomBoss systems & services, performance analysis, troubleshooting of errors, and towards extending and improving the functionality and usability of all of our services.

Other data, such as log files and device identifiers are typically not linked to any information that is personally identifiable. The purpose of this information is for analysing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.

Personal information is used to communicate with users regarding third-party and RoomBoss services via channels such as email, telephone and SNS.
Personal information may also be used to notify users of related promotions, updates, and events. If a user notifies RoomBoss that they do not wish to receive such contact, related communications from RoomBoss will be suspended.

Marketing & Research
User information may be used in research or marketing activities carried out towards the providing and improvement of services. Personally identifiable information is not used in these activities.

Personal Protection
In cases of emergency or legal obligation, RoomBoss or related third-party service providers may be required to contact users, using information such as telephone number, name and/or email to do so.

Sharing of Personal Information

Fulfilment of Third-Party Services & Transactions
When making orders using RoomBoss-powered systems, the third-party service provider receives personal information towards the fulfilment of ordered products and services. Such personal information is subject to the third-party service provider’s privacy policy.

Third-Party Providers
Other companies or individuals may be contracted to perform functions on our behalf, such as customer service duties, processing of payments, development, or analysis. These providers will only have access to the information required to perform specific tasks, and may not use it for any other purposes.

Disclosure of Personal Information

Personal information will not be disclosed to other third-party individuals or organisations except in the following cases:

Legal Obligation
Inquiry or compulsion from a body or institution such as the police or a court of law.

Where a situation is deemed by RoomBoss to be an emergency, or if there is a threat to a user’s safety or wellbeing, property, or to that of RoomBoss or a third-party.

Prior Consent
Where consent for disclosure has already been obtained.

Security & Management of Personal Information

RoomBoss cares about the safety and security of your data & personal information. Personal information is secured during transmission through various security and encryption protocols including Secure Sockets Layer and Transport Layer Security (SSL/TLS).

Physical, digital and operational safeguards are also applied to the collection, storage and disclosure of personal information. RoomBoss takes the utmost care when handling sensitive information, and utilises industry-leading infrastructure and solution providers such as Amazon Web Services (AWS) as a foundation for a safe & secure cloud architecture.

Users are advised to keep any and all account credentials or booking-related information (such as user passwords or Booking IDs) private and secure towards the prevention of unwanted access to system accounts and/or booking information.

Revisions, Updates & Amendments

In order to protect your privacy and keep up-to-date with changing legislation and technologies, RoomBoss reserves the right to update or modify the terms of this Privacy Policy at any time.

Last updated: 01/04/22

Data Requests

If you would like to make an APPI or GDPR-related data request, or to initiate an APPI or GDPR-related data deletion request, please proceed with the following steps:

  • Contact RoomBoss via the Roomboss Support email.
  • Provide your full name and email address with your request, and contact us from the email address on file.
  • The email should contain “Data Request” or “Data Deletion Request” in the Subject.

Contact Us

If you have any questions about this Privacy Policy, please contact us directly at

RoomBoss Co. Ltd
76-86, Aza-Yamada, Kutchan-cho
Abuta-gun, Hokkaido, JAPAN, 044-0081